4-DB26-004 RFSQ K-12 Demographics and Planning Boundaries Consulting.pdf

REQUEST FOR STATEMENTS OF QUALIFICATION

K-12 Demographic Consulting Services Solicitation # DB26-004

PURPOSE OF REQUEST FOR STATEMENTS OF QUALIFICATION (RFSQ)

The purpose of this Request for Statements of Qualification is to obtain proposals from qualified firms to provide comprehensive K-12 Demographic, community engagement, educator engagement, and school closure timelines to the Granite School District, hereafter referred to as “District”. It is anticipated that this RFSQ may result in a contract award to a single agency.

This RFSQ is designed to provide interested firms, hereafter referred to as “Agency”, with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or exclude any relevant or essential data. Offerors are at liberty and are encouraged to expand upon the specifications to evidence service capability under any agreement.

Granite School District will not be liable for any cost’s agencies may incur in the preparation or presentation of this proposal.

ISSUING OFFICE AND RFSQ REFERENCE NUMBER

Granite School District’s Department of Purchasing is the issuing office for this document and all subsequent addenda relating to it, on behalf of The Planning and Boundaries Department. The reference number for the transaction is Solicitation #DB26-004. This number must be referred to on all proposals, correspondence, and documentation relating to the RFSQ.

BACKGROUND

Granite is a large school district in the inter-mountain west with over 80 schools. The Planning & Boundaries Department of GSD is seeking a ‘K-12 demographic consulting’ firm to assist in making well-informed, data-based decisions that will support educational best practices while also being fiscally responsible to our patrons. In general, we are seeking a potentially full-range of master planning consultation services, up to and including school boundary changes as well as possible closure recommendations. GSD is unique among school districts in the Inter-mountain west in that we currently have a Planning & Boundaries Department, which includes one GIS staff member. We also have a fully complete Facility Condition Index (FCI) report that we expect the consultant to use in their proposal. We believe we can provide many of the required data sets upon request. We are seeking an independent, third-party analysis of our boundaries with potential emphasis on school closure options. The consultant will also need to engage with the community and employees in the information gathering process. The consultant will need to create a timeline for proposed closures as well as demonstrate the cost effect of maintaining small schools including but not limited to maintenance costs, administrative costs, etc. After award, the District will meet with the awarded vendor to ensure that the entire vision and needs of this consultation project are captured and understood. The District will also require, after award and cost negotiations, a project timeline to present that timeline to the Board of Education.

ANTICIPATED TIMELINE

Event Date

1. RFSQ Released 05/04/2026

2. Question Submission Deadline 05/15/2026

3. Proposals Due 05/25/2026

4. Evaluation Period Begins 05/26/2026

5. Award of Contract by Board of Education (if required) 07/07/2026

6. Contract Finalized 07/2026

DETAILED SCOPE OF WORK

The exact scope of work is not known by the district, but generally we know that we need a qualified consulting firm to provide services to include:

1. In-person and video conferencing community engagement.

2. Facilitation of community presentations and school board reports as needed.

3. Maps and storyboards.

4. Electronic copies of all data collected.

5. Re-boundary and/or school closure recommendations for next 10 years.

6. Enrollment Projections for all district schools for next 10 years.

7. Demographic analysis for all district schools for the next 10 years.

COMPANY REQUIREMENTS AND QUALIFICATIONS

Demonstrated Experience of Qualifications

1. Provide examples of past work that demonstrates you are qualified to complete the requested service.

2. Resumes of those individuals who would be assigned to the project.

3. Any other experience or qualifications that has not been requested but that you would like to include to demonstrate your companies experience, results and expertise.

References

Please provide a list of at least three but no more than five references from work with large districts (over 50 schools). The references should provide evidence of work similar in scope to this request.

The District reserves the right to contact or visit any of the Agent’s current and/or past customers to evaluate the level of performance and customer satisfaction.

Insurance

Agency shall maintain Commercial General Liability insurance which contains a “Separation of Insureds” provision with per occurrence and products-completed operations limits of at least $1,000,000 and general aggregate limits of at least $2,000,000. Agency shall also maintain, if applicable to Agency’s operations or performance relative to this contract, Business Automobile Liability insurance covering Agency’s owned, non-owned, and hired motor vehicles and/or Professional Liability insurance with liability limits of at least $1,000,000 per occurrence. Such insurance policies shall be endorsed to be primary and not contributing to any other insurance maintained by the District.

The Agency shall maintain all employee related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees involved in performing services pursuant to this Contract. Such worker’s compensation and employer’s liability insurance shall be endorsed to include a waiver of subrogations against Granite School District, its agents, officers, directors and employees.

The Agency's insurance carriers and policy provisions must be acceptable to the District’s Risk and Insurance Manager and remain in effect for the duration of the Contract. The Granite School District shall be named as additional insured party on the Commercial General Liability insurance policy.

The Agency shall submit certificates of insurance as evidence of the above required coverage to the District prior to the commencement of this Contract. Mail to: Granite School District Purchasing Department, Attn: David Bundy, 2500 South State Street, Salt Lake City, UT 84115- 3110. Such certificates shall provide the District with thirty (30) calendar days written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address.

LENGTH OF CONTRACT

To be determined.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the length of the contract. All change orders must be approved and agreed upon prior to any work being performed.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFSQ will include but not be limited to the District’s Standard Terms and Conditions (see Attachment A). Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The District retains the right to refuse to negotiate on exceptions should the exceptions be excessive, not in the best interest of the District, negotiations could result in excessive costs to the state, or could adversely impact existing time constraints.

If negotiations are required, contractor must provide all documents in MS Word format for redline editing. Contractor must provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

QUESTIONS

All questions must be submitted through the Utah Public Procurement Place (“U3P”) https://utah.bonfirehub.com. Answers will be given via the U3P site.

SUBMITTING YOUR PROPOSAL

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals must be received electronically through Utah Public Procurement Place (U3P) https://utah.bonfirehub.com/ or in hard copy. If submitting in hard copy for this RFP, one original and two identical copies of your proposal must be received at Granite School District Purchasing Department, 2500 S. State Street, Salt Lake City, Utah 84115.

PROTECTED INFORMATION

All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, provide a reference in the proposal response directing reader to the specific area of this Protected Information section.

The Government Records Access and Management Act (GRAMA), Utah Code Ann., Subsection 63G-2-305, provides in part that:

“the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret has provided the governmental entity with the information specified in Section 63G-2-309;

(2) commercial information or nonindividual financial information obtained from a person if:

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in Section 63G-2-309

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties:

(a) a bid, proposal, application, or other information submitted to or by a governmental entity in response to:

(i) an invitation for bids;

(ii) a request for proposals;

(iii) a request for quotes;

(iv) a grant; or

(v) other similar document; or

(b) an unsolicited proposal, as defined in Section 63G-6a-712

GRAMA provides that trade secrets, commercial information or non-individual financial information may be protected by submitting a Claim of Business Confidentiality.

To protect information under a Claim of Business Confidentiality, the offeror must: provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the district and include a concise statement of reasons supporting the claim of business confidentiality (Subsection 63G-2-309).

If you submit a proposal containing confidential information you must submit an electronic “redacted” (excluding protected information) copy of your proposal response. Copy must clearly be marked “Redacted Version.”

A Claim of Business Confidentiality may be appropriate for information such as client lists and non-public financial statements. Pricing and service elements may not be protected. An entire proposal may not be protected under a Claim of Business Confidentiality. The claim of business confidentiality must be submitted with your proposal on the form which may be accessed at:

https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality- Updated.pdf

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY” and may be considered non-responsive if marked as such.

To ensure the information is protected, you must include all protected information in the executive summary of the proposal response. Any protected information incorporated in other sections of the proposal response may result in release of data at no fault of the District.

All materials submitted become the property of Granite School District. Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee.

Materials submitted may be returned only at the District’s option.

PROPOSAL RESPONSE FORMAT

All proposals must include:

Executive Summary - The one- or two-page executive summary is to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Protected information requests should be identified in this section.

Detailed Narrative - Provide a narrative in which you describe in detail how your agency will approach the task of studying potential new boundaries (if recommended), potential school closures (if recommended) and enrollment/demographic analysis. The narrative should demonstrate your understanding of the tasks and your ability perform them. Also list the resources you believe necessary to reach the expected outcomes, as well as general timeline for completion.

References https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Updated.pdf https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Updated.pdf

Costs. Cost will not be requested during the initial phase but will be directly negotiated with the highest ranked offeror.

PROPOSAL EVALUATION CRITERIA

A committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in proposal.

WEIGHT EVALUATION CRITERIA

30% Detailed narrative

30% Provide examples of past work that demonstrates you are qualified to complete the requested service.

15% Resumes of those individuals who would be assigned to the project.

15% References - Provide evidence of general experience with K-12 demographic and master planning consulting with large districts (over 50 schools) as well as your agency’s specific proposal and implementation plan for GSD.

10% Any other experience or qualifications that has not been requested but that you would like to include to demonstrate your companies experience, results and expertise.

EVALUATION PROCESS

All proposals in response to this RFSQ will be evaluated in a manner consistent with the Utah Procurement Code and all applicable rules and policies as allowed in 63G-6a-1502 (3).

Specifically, this solicitation will follow the guidelines set out in R33-115.

In the initial phase of the evaluation process, the evaluation committee will review all proposals timely received. First, nonresponsive proposals (those not conforming to RFSQ requirements) will be eliminated. Second, the remaining proposals will be evaluated against the provided evaluation criteria and ranked. The district will then enter into direct negotiations with the highest ranked vendor. If negotiations are successful, the contract will be awarded to that vendor. If they are not, then the district will move to the 2nd ranked vendor and repeat the negotiation process and then so forth.

Score will be assigned as follows:

0 = Fail, fails to address the requirements 1 = Poor, inadequately addresses the requirements 2 = Unsatisfactory, only partially responsive to the requirements 3 = Satisfactory, meets minimum requirements 4 = Good, meets requirements and exceeds in some respects 5 = Excellent, exceeds all of the requirements

RFSQ EVALUATION SCORESHEET

K-12 Demographic, GIS consulting services Solicitation # DB26-004

Firm Name:

Evaluator:

Date:

Score

(0-5) Weight

Points

1. Detailed Narrative 30 points possible X 6

2. Past work examples 30 points possible X 6

3. Resumes 15 points possible X 3

4. References 15 points possible X 3

5. Other Experience 10 points possible X 2

TOTAL EVALUATION POINTS

(100 points possible)

Total

PROTECTED INFORMATION